INCHARGE - Administration, Safety & Facility Operations

INCHARGE – Administration, Safety & Facility Operations

1. General Administration

• Supervise and guide front office operations including call handling, visitor management, and message coordination.
• Draft reports, official correspondence, and internal communications.
• Manage procurement of office supplies and equipment; ensure availability and cost control.
• Ensure all office equipment is maintained and in working condition.
• Prepare and circulate meeting agendas; attend meetings and record detailed minutes.
• Provide front desk support when required.
• Coordinate travel bookings and hotel accommodations for staff and management.
• Arrange employee accommodation and logistics.
• Process expense claims, maintain petty cash, and handle mileage reimbursements.
• Maintain Accounts Payable & Accounts Receivable records.
• Resolve vendor issues related to shipments, billing discrepancies, and statements.
• Verify and audit invoices for accuracy and compliance; ensure timely payments.
• Organize departmental events, meetings, training programs, and professional development initiatives.
• Execute additional responsibilities as assigned by management.

2. Health & Safety (HSE Management)

• Develop, implement, and continuously improve workplace health & safety strategies.
• Conduct hazard identification and risk assessments; implement corrective measures.
• Perform regular safety inspections and compliance audits.
• Investigate incidents and accidents; conduct root cause analysis and implement preventive actions.
• Conduct structured safety training programs and awareness campaigns.
• Maintain proper documentation for inspections, incidents, and training records.
• Monitor effectiveness of safety systems and improve standards proactively.
• Guide management and employees on statutory and operational safety compliance.
• Stay updated with regulatory changes and industry best practices to ensure zero-incident culture.

3. FG & Inventory Control Management

• Monitor and control daily Finished Goods (FG) inward and outward movements.
• Coordinate with Stores and Sales for certification and verification of billing documents.
• Ensure validation of Actual vs Receipt quantities, E-Invoice and E-Way Bill before dispatch.
• Support buyer visits and ensure documentation compliance during audits.
• Maintain inventory accuracy and minimize discrepancies through strict monitoring.

4. Security Management

• Supervise daily security operations and ensure discipline and vigilance.
• Develop and enforce security policies to safeguard company assets and personnel.
• Conduct routine risk assessments and implement mitigation strategies.
• Monitor CCTV, access control, and alarm systems; respond immediately to breaches.
• Coordinate with law enforcement and emergency services during critical situations.
• Train security staff on SOPs and emergency response protocols.
• Inspect and maintain all security equipment regularly.
• Investigate security incidents and submit detailed reports with improvement plans.
• Integrate security measures into all operational activities including events and facility management.
• Stay updated on modern security technologies and recommend upgrades when required.

5. Housekeeping & Facility Management

• Oversee complete housekeeping operations including production floor, utilities, pantry, dining, parking, and drainage systems.
• Ensure adherence to company standards for uniforms, visitor handling, waste management, and pest control.
• Plan and execute periodic cleaning of windows, roofs, water tanks, septic tanks, and drainage lines.
• Maintain utility checklists, housekeeping stock control, and shift allocation.
• Monitor drinking water systems and regulate water and food safety standards.
• Enforce factory discipline and workplace cleanliness culture.

Role Expectation

This position requires strong operational control, leadership capability, cross-department coordination, and strict compliance mindset. The objective is to ensure smooth facility operations, zero safety compromise, disciplined inventory management, and high housekeeping standards aligned with company growth strategy.

Job Type: Full-time

Pay: ₹20,000.00 - ₹25,000.00 per month

Work Location: In person